Docstoc

38022 loc mdhs msdh mdot

Document Sample
38022 loc  mdhs msdh mdot Powered By Docstoc
					                                                                                                           301 North Lamar Street, Suite 508
                                                                                                                   Jackson, MS 39201-1495
                                                                                                                      Phone: 601-359-1395
                                                                                                                         Fax: 601-354-6016
David L. Litchliter, Executive Director                                                                                     www.its.ms.gov




Memorandum for General RFP Configuration
To:             Vendor with current valid proposal for General RFP #3539 for Telecommunications
                Equipment and Services

From:           David L. Litchliter
CC:             ITS Project File Number 38022
Date:           June 29, 2009
Subject:        Letter of Configuration (LOC) Number 38022 for the purchase of equipment to upgrade the
                existing Avaya equipment located at the Mississippi Department of Human Services,
                Mississippi Department of Health, and Mississippi Department of Transportation in the
                Capitol Complex voice network.
Contact Name:             Chris Nix
Contact Phone Number: 601-359-1641
Contact E-mail Address: Chris.Nix@its.ms.gov


The Mississippi Department of Information Technology Services (ITS) is seeking the hardware
described below. Our records indicate that your company currently has a valid proposal on file at
ITS in response to General RFP #3539 for Telecommunications Equipment and Services. Our
preliminary review of this proposal indicates that your company offers products, software, and/or
services that may meet the requirements of this project; therefore, we are requesting your
configuration assistance for the components described below.

1.        GENERAL LOC INSTRUCTIONS

          1.1          Beginning with Item 3, label and respond to each outline point as it is labeled in
                       the LOC.

          1.2          The Vendor must respond with “ACKNOWLEDGED,” “WILL COMPLY,” or
                       “AGREED” to each point as follows:

                       1.2.1             “ACKNOWLEDGED” should be used when a Vendor response or
                                          Vendor compliance is not required. “ACKNOWLEDGED” simply
                                          means the Vendor is confirming to the State that he read the
                                          statement. This is commonly used in sections where the agency’s



      Board Members – Cecil L. Watkins, Chairman  Thomas A. Wicker, Vice-Chairman  Stephen A. Adamec, Jr.  Derek Gibbs  John Hairston
                                                Legislative Advisor-Senator Sampson Jackson, II
                                                               Hardware, Software, Services LOC
                                                                           Revised: 12/15/2008


                             current operating environment is described or where general
                             information is being given about the project.

             1.2.2      “WILL COMPLY” or “AGREED” are used interchangeably to
                         indicate that the Vendor will adhere to the requirement. These
                         terms are used to respond to statements that specify that a Vendor
                         or Vendor’s proposed solution must comply with a specific item or
                         must perform a certain task.

     1.3     If the Vendor cannot respond with “ACKNOWLEDGED,” “WILL COMPLY,”
             or “AGREED,” then the Vendor must respond with “EXCEPTION.” (See
             instructions in Item 8 regarding Vendor exceptions.)

     1.4     Where an outline point asks a question or requests information, the Vendor must
             respond with the specific answer or information requested in addition to “WILL
             COMPLY” or “AGREED”.

     1.5     In addition to the above, Vendor must provide explicit details as to the manner
             and degree to which the proposal meets or exceeds each specification.

2.   GENERAL OVERVIEW AND BACKGROUND

     ITS is seeking the AVAYA equipment listed in Attachment A, Product List and Cost
     Proposal. This equipment will be installed at various locations within the Capitol
     Complex. The Telecommunications Services Division of ITS (ITS-TS) will manage the
     equipment.

3.   PROCUREMENT PROJECT SCHEDULE


     Task                             Date
     Release of LOC                   Monday, June 29, 2009
     Proposals Due                    Monday, July 13, 2009
     Proposal Evaluation              Monday, July 13 – Tuesday, July 14, 2008
     Notification of Award            Wednesday, July 15, 2009
     Delivery Date                    Monday, August 3, 2009

4.   STATEMENTS OF UNDERSTANDING

     4.1     Proposed equipment must be new from the manufacturer and qualify for
             warranty and maintenance services.



                                         Page 2 of 12
                                                          Hardware, Software, Services LOC
                                                                      Revised: 12/15/2008


4.2   Vendors must be aware that ITS reserves the right to purchase this equipment
      from multiple vendors if advantageous to the State.

4.3   It is the State’s intention that the equipment ship to ITS Telecom Services, Attn:
      Dennis Bledsoe, 239 Lamar Street, Suite 401, Jackson, MS 39201, on or before
      August 3, 2009.

4.4   Vendor acknowledges that if awarded, it will ensure its compliance with the
      Mississippi Employment Protection Act, Section 71-11-1, et seq. of the
      Mississippi Code Annotated (Supp2008), and will register and participate in the
      status verification system for all newly hired employees. The term “employee”
      as used herein means any person that is hired to perform work within the State
      of Mississippi. As used herein, “status verification system” means the Illegal
      Immigration Reform and Immigration Responsibility Act of 1996 that is
      operated by the United States Department of Homeland Security, also known as
      the E-Verify Program, or any other successor electronic verification system
      replacing the E-Verify Program. Vendor will agree to maintain records of such
      compliance and, upon request of the State, to provide a copy of each such
      verification to the State.

      Vendor acknowledges and certifies that any person assigned to perform services
      hereunder meets the employment eligibility requirements of all immigration
      laws of the State of Mississippi.

      Vendor acknowledges that violating the E-Verify Program (or successor thereto)
      requirements subjects Vendor to the following: (a) cancellation of any state or
      public contract and ineligibility for any state or public contract for up to three
      (3) years, with notice of such cancellation being made public, or (b) the loss of
      any license, permit, certification or other document granted to Vendor by an
      agency, department or governmental entity for the right to do business in
      Mississippi for up to one (1) year, or (c) both. Vendor would also be liable for
      any additional costs incurred by the State due to contract cancellation or loss of
      license or permit.

4.5   From the issue date of this LOC until a Vendor is selected and the selection is
      announced, responding Vendors or their representatives may not communicate,
      either orally or in writing regarding this LOC with any statewide elected official,
      state officer or employee, member of the legislature or legislative employee
      except as noted herein. To ensure equal treatment for each responding Vendor,
      all questions regarding this LOC must be submitted in writing to the State’s
      Contact Person for the selection process, no later than the last date for accepting
      responding Vendor questions provided in this LOC. All such questions will be
      answered officially by the State in writing. All such questions and answers will
                                  Page 3 of 12
                                                               Hardware, Software, Services LOC
                                                                           Revised: 12/15/2008


           become addenda to this LOC. Vendors failing to comply with this
           requirement will be subject to disqualification

           4.5.1        The State contact person for the selection process is: Chris Nix,
                        Technology Consultant, 301 North Lamar Street, Suite 508,
                        Jackson, Mississippi 39201, 601-359-1641, Chris.Nix@its.ms.gov.

           4.5.2        Vendor may consult with State representatives as designated by the
                        State contact person identified in 4.5.1 above in response to State-
                        initiated inquiries. Vendor may consult with State representatives
                        during scheduled oral presentations and demonstrations excluding
                        site visits.

5.   FUNCTIONAL/TECHNICAL SPECIFICATIONS

     5.1   Vendor must provide pricing for the equipment listed in Attachment A.

     5.2   Vendor must detail (by part number and/or description) any items that are
           functionally equivalent and substituted for the item listed in Attachment A.

     5.3   Installation shall be provided directly by AVAYA.

6.   EQUIPMENT WARRANTY AND POST-WARRANTY MAINTENANCE

     6.1   Vendor must state the warranty period for each item proposed, during which
           time maintenance need not be paid.

     6.2   Vendor must provide a brief description of warranty services. Include days and
           hours of coverage, coverage type [onsite, depot], response time, etc.

     6.3   Post-warranty maintenance shall be provided directly by AVAYA due to the
           fact that ITS-TS will require remote expert systems support

7.   OTHER REQUIREMENTS

     7.1   ITS acknowledges that the specifications within this LOC are not exhaustive.
           Rather, they reflect the known requirements that must be met by the proposed
           system. Vendors must specify, here, what additional components may be
           needed and are proposed in order to complete each configuration.

     7.2   Vendor must specify the discounted price for each item.

     7.3   Freight is FOB destination. No itemized shipping charges will be accepted.

                                      Page 4 of 12
                                                               Hardware, Software, Services LOC
                                                                           Revised: 12/15/2008


     7.4   Vendor must provide all technical specifications and manuals (documentation)
           at the point of sale.

     7.5   The awarded Vendor must provide an “exploded” equipment list directly to
           AVAYA to be used for an onsite inventory prior to implementation. If there are
           any discrepancies, issues, or missing parts, the awarded Vendor will work
           directly with AVAYA to a resolution.

     7.6   The awarded Vendor must agree to the return of any items not needed or
           required during or immediately after implementation. Vendor will not invoice
           ITS for these returned items nor will Vendor charge a restocking fee.

8.   PROPOSAL EXCEPTIONS

     8.1   Vendor must return the attached Proposal Exception Summary Form,
           Attachment B, with all exceptions listed and clearly explained or state “No
           Exceptions Taken.” If no Proposal Exception Summary Form is included, the
           Vendor is indicating that no exceptions are taken.

     8.2   Unless specifically disallowed on any specification herein, the Vendor may take
           exception to any point within this memorandum, including a specification
           denoted as mandatory, as long as the following are true:

           8.2.1      The specification is not a matter of State law;

           8.2.2      The proposal still meets the intent of the procurement;

           8.2.3      A Proposal Exception Summary Form (Attachment B) is included
                      with Vendor’s proposal; and

           8.2.4      The exception is clearly explained, along with any alternative or
                      substitution the Vendor proposes to address the intent of the
                      specification, on the Proposal Exception Summary Form
                      (Attachment B).

     8.3   The Vendor has no liability to provide items to which an exception has been
           taken. ITS has no obligation to accept any exception. During the proposal
           evaluation and/or contract negotiation process, the Vendor and ITS will discuss
           each exception and take one of the following actions:

           8.3.1      The Vendor will withdraw the exception and meet the specification
                      in the manner prescribed;


                                      Page 5 of 12
                                                                     Hardware, Software, Services LOC
                                                                                 Revised: 12/15/2008


               8.3.2       ITS will determine that the exception neither poses significant risk to
                           the project nor undermines the intent of the procurement and will
                           accept the exception;

               8.3.3       ITS and the Vendor will agree on compromise language dealing with
                           the exception and will insert same into the contract; or,

               8.3.4       None of the above actions is possible, and ITS either disqualifies the
                           Vendor’s proposal or withdraws the award and proceeds to the next
                           ranked Vendor.

      8.4      Should ITS and the Vendor reach a successful agreement, ITS will sign adjacent
               to each exception which is being accepted or submit a formal written response
               to the Proposal Exception Summary responding to each of the Vendor’s
               exceptions. The Proposal Exception Summary, with those exceptions approved
               by ITS, will become a part of any contract on acquisitions made under this
               procurement.

      8.5      An exception will be accepted or rejected at the sole discretion of the State.

      8.6      Prior to taking any exceptions to this procurement, ITS requests that, to the
               extent possible, the individual(s) preparing this proposal first confer with other
               individuals who have previously submitted proposals to ITS or participated in
               contract negotiations with ITS on behalf of their company, to ensure the Vendor
               is consistent in the items to which it takes exception.

9.    SCORING METHODOLOGY

      ITS will use cost to determine the lowest and best proposal.

10.   INSTRUCTIONS TO SUBMIT PRODUCT AND COST INFORMATION

      Please use the attached Product List and Cost Proposal (Attachment A) to provide
      product and cost information. Follow the instructions on the form. Incomplete forms will
      not be processed.

11.   DELIVERY INSTRUCTIONS

      Vendor must deliver the response to Chris Nix at ITS no later than Monday, July
      13, 2009, at 3:00 P.M. (Central Time). Responses may be delivered by hand, via
      regular mail, overnight delivery, email, or by fax. Fax number is (601) 354-6016. ITS
      WILL NOT BE RESPONSIBLE FOR DELAYS IN THE DELIVERY OF
      PROPOSALS. It is solely the responsibility of the Vendor that proposals reach ITS on

                                           Page 6 of 12
                                                              Hardware, Software, Services LOC
                                                                          Revised: 12/15/2008


       time. Vendors should contact Chris Nix to verify the receipt of their proposals.
       Proposals received after the deadline will be rejected.


Enclosures:   Attachment A, Product List and Cost Proposal
              Attachment B, Proposal Exception Summary Form




                                       Page 7 of 12
                                                               Hardware, Software, Services LOC
                                                                           Revised: 12/15/2008


                                     ATTACHMENT A

                         PRODUCT LIST AND COST PROPOSAL



    ITS Technology Consultant
    Name:                     Chris Nix                         RFP #              3579

    Company
    Name:                                                       Date:


    Contact Name:                                               Phone #:


    Contact E-mail: ________________________________________

                                          MDHS HQ


                                                              UNIT      EXTENDED      WARRANTY
   MFG # *                 DESCRIPTION                  QTY   COST        COST         PERIOD
113090        ENTERPRISE CONFIG TO QUOTE                  1
199990        PROJECT SYSTEM CONFIGURATI                  1
19999X        INTRICACY LEVEL X - PROJEC                  1
185446        AVAYA COMMUNICATIONS SOLUT                  1
104164        BCS INSTL CUSTMR SOLUTION                   1
185840        CM MODEL ADDITIONS                          1
212860        CC SIP EAS AVAIL AGTS TRAC                600
224271        IPSI2 CP TN2312BP - NON G                   2
226099        RLTY UNIT WINDRIVER VXWORK                  2
224272        C-LAN INTF CP TN799DP - NO                  1
226099        RLTY UNIT WINDRIVER VXWORK                  1
224274        IP320 MEDIA RESOURC TN2602                  2
226099        RLTY UNIT WINDRIVER VXWORK                  2
405362641     PWR CORD USA                               10
700178056     CABLE GREEN 25 METER                        2
700394638     CALL CLASSIFIER CP TN744E                   2
700394950     G650 MEDIA GATEWAY RHS                      4
700397284     G600/G650 TDM LAN CABLE KI                  2
700460041     G650 AC/DC PWR SUPPLY 655A                  4
700463508     BUS TERMINATOR CP AHF110 -                  4
207936        CM5.0 S8500 ESS W/ENTERPRI                  1
                                         Page 8 of 12
                                                             Hardware, Software, Services LOC
                                                                         Revised: 12/15/2008


                                                            UNIT    EXTENDED        WARRANTY
   MFG # *               DESCRIPTION                  QTY   COST      COST           PERIOD
216261       S8510 ESS & LSP                           1
700170012    CABLE GREEN 5 METER                       2
700454481    CM5.2 LINUX UNITY SFTW CD                 1
226571       RLTY UNIT SNMP EMANATE MAS                1
700451172    USB MODEM MT9234ZBA V.92 5                1
700465305    PW9130 1500 120V RACK W /S                1
184816       POWER MODEL                               1
700404726    UPS EXT BATT MOD 6KVA RHS                 3
             TOTAL EXTENDED COST




                                       MDOT Lab

                                                            UNIT    EXTENDED        WARRANTY
   MFG # *               DESCRIPTION                  QTY   COST      COST           PERIOD
113090       ENTERPRISE CONFIG TO QUOTE                1
199990       PROJECT SYSTEM CONFIGURATI                1
19999X       INTRICACY LEVEL X - PROJEC                1
185446       AVAYA COMMUNICATIONS SOLUT                1
104164       BCS INSTL CUSTMR SOLUTION                 1
185840       CM MODEL ADDITIONS                        1
212860       CC SIP EAS AVAIL AGTS TRAC               600
224271       IPSI2 CP TN2312BP - NON G                 1
226099       RLTY UNIT WINDRIVER VXWORK                1
224274       IP320 MEDIA RESOURC TN2602                1
226099       RLTY UNIT WINDRIVER VXWORK                1
405362641    PWR CORD USA                              6
700178056    CABLE GREEN 25 METER                      1
700394638    CALL CLASSIFIER CP TN744E                 1
700394950    G650 MEDIA GATEWAY RHS                    2
700397284    G600/G650 TDM LAN CABLE KI                1
700460041    G650 AC/DC PWR SUPPLY 655A                2
700463508    BUS TERMINATOR CP AHF110 -                2
207936       CM5.0 S8500 ESS W/ENTERPRI                1
216261       S8510 ESS & LSP                           1
700170012    CABLE GREEN 5 METER                       2
700454481    CM5.2 LINUX UNITY SFTW CD                 1
226571       RLTY UNIT SNMP EMANATE MAS                1
700451172    USB MODEM MT9234ZBA V.92 5                1
700465305    PW9130 1500 120V RACK W /S                1
184816       POWER MODEL                               1
700434798    UPS ENVIRONMENTAL PROBE                   1

                                       Page 9 of 12
                                                              Hardware, Software, Services LOC
                                                                          Revised: 12/15/2008


                                                             UNIT    EXTENDED        WARRANTY
   MFG # *               DESCRIPTION                   QTY   COST      COST           PERIOD
700465420    PW9130 3000 120V RACK W /S                 1
700465487    9130 2000-3000 VA EXTENDED                 4
700465537    9130 BDM FOR 3000VA RACK M                 1
             TOTAL EXTENDED COST


                                        MSDH

                                                             UNIT    EXTENDED        WARRANTY
   MFG # *               DESCRIPTION                   QTY   COST      COST           PERIOD
113090       ENTERPRISE CONFIG TO QUOTE                  1
199990       PROJECT SYSTEM CONFIGURATI                  1
19999X       INTRICACY LEVEL X - PROJEC                  1
185446       AVAYA COMMUNICATIONS SOLUT                  1
104164       BCS INSTL CUSTMR SOLUTION                   1
185840       CM MODEL ADDITIONS                          1
212860       CC SIP EAS AVAIL AGTS TRAC                600
224271       IPSI2 CP TN2312BP - NON G                   2
226099       RLTY UNIT WINDRIVER VXWORK                  2
224274       IP320 MEDIA RESOURC TN2602                  2
226099       RLTY UNIT WINDRIVER VXWORK                  2
405362641    PWR CORD USA                               10
700178056    CABLE GREEN 25 METER                        2
700394950    G650 MEDIA GATEWAY RHS                      4
700397284    G600/G650 TDM LAN CABLE KI                  2
700460041    G650 AC/DC PWR SUPPLY 655A                  4
700463508    BUS TERMINATOR CP AHF110 -                  4
207936       CM5.0 S8500 ESS W/ENTERPRI                  1
216261       S8510 ESS & LSP                             1
700170012    CABLE GREEN 5 METER                         2
700454481    CM5.2 LINUX UNITY SFTW CD                   1
226571       RLTY UNIT SNMP EMANATE MAS                  1
700451172    USB MODEM MT9234ZBA V.92 5                  1
700465305    PW9130 1500 120V RACK W /S                  1
184816       POWER MODEL                                 1
700434798    UPS ENVIRONMENTAL PROBE                     1
700404726    UPS EXT BATT MOD 6KVA RHS                   5
700465552    9135 POWERPASS PPDM FOR 60                  1
             TOTAL EXTENDED COST




                                       Page 10 of 12
                                                                                      Hardware, Software, Services LOC
                                                                                                  Revised: 12/15/2008


If any of the items below are included in Vendor’s proposal they must be detailed below.

Warranty:
*Manufacturer model number, not Vendor number. If Vendor's internal number is needed for purchase order, include an
additional column for that number




                                                      Page 11 of 12
                                                                 Hardware, Software, Services LOC
                                                                             Revised: 12/15/2008




                               ATTACHMENT B
                     PROPOSAL EXCEPTION SUMMARY FORM



ITS LOC            Vendor Proposal             Brief Explanation of     ITS Acceptance (sign
Reference          Reference                   Exception                here only if accepted)
(Reference         (Page, section, items in    (Short description of
specific outline   Vendor’s proposal where     exception being
point to which     exception is explained)     made)
exception is
taken)




                                        Page 12 of 12

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:4
posted:10/13/2011
language:English
pages:12